Contract revisions allow you to track when changes are made to a contract and to retain archived records of prior contract versions. When adding resources or making changes to an existing contract, you receive a prompt to revise the contract when saving. You can answer Yes or No.
Revision States
There are two revision states in Enterprise: Requires Revision and Modified.
Requires Revision
Changes or additions to events, bookings, orders and housing blocks included in a contract that affect dates, times and charges sets to the contract to a Requires Revision state. In this state, you receive a prompt to create the revision when you edit the contract. The contract displays in red font on the Contracts page and the affected contract resource displays in red font until the contract is revised. You cannot add new resources to the contracts in a Requires Revision state. Once the contract is revised, it returns to black font. Examples of changes that set a contract to a Requires Revision state:
- Bookings – Change dates, times, Daily check box, usage, units, unit charge, unit of time, Billable check box, resource (space), status (if organization parameter CA EV90 is active)
- Orders – Change bill-to account, dates, times, units, unit charge, unit of time, Billable check box, resources
- Housing Blocks – Change dates, times, room quantity, status
- Event – Change status (if organization parameter CA EV90 is active and changing event status changes booking and/or housing block status)
Modified
Changes that do not affect the charges, dates or times of the contract set the contract to a Modified state. In this state, you do not receive a prompt to revise the contract but you can do a manual revision if desired. The contract displays in blue font on the Contracts page, the affected contract resource displays in blue font and a blue warning message displays when opening the Edit Contract window until the contract is revised. You can add new resources to the contracts in a Modified state. Once the contract is revised, it returns to a black font. Examples of changes that set a contract to a Modified state:
- Bookings – Change description, lead and strike hours, status (if organization parameter CA EV90 is not active)
- Orders – Change item description, order status, item status
- Housing Blocks – Change account, contact, description, comments, type
- Event - Change status (if organization parameter CA EV90 is inactive and changing event status changes booking and/or housing block status)
Revise a Contract
When you receive a prompt to Create Revision, answering Yes automatically opens the Create Revision window with the following fields:
- Increment Revision - If checked, adds a revision number to the contract, and saves the prior version in the History tab for the contract. If unchecked, no revision number is added, and no prior version is saved in the History tab. You often leave this unchecked to clear a contract from the Modified state.
- Status - Contract status for the revised contract. You can select the same status or a different status depending on your organization's processes.
Click Continue and the contract refreshes (with the new revision number if incremented). The Create Contract Documents prompt displays. Click Yes or No based on your organization's process. If you checked the Increment Revision check box, the History tab displays the prior version. To view the prior version: Select the contract, right-click and select View Contract.
To manually revise a contract:
- Click the Events link from the Main Menu. The Events page opens.
- Select the event with the contract to revise.
- Right-click and select Edit. The Edit Event window opens.
- Select the Contracts tab.
- Select the contract to revise.
- Right-click and select Tools -> Create Revision. The Create Revision window opens.
- Enter the necessary information:
- Increment Revision - If checked, adds a revision number to the contract, and saves the prior version in the History tab for the contract. If unchecked, no revision number is added, and no prior version is saved in the History tab. You often leave this unchecked to clear a contract from the Modified state.
- Status - Contract status for the revised contract. You can select the same status or a different status depending on your organization's processes.
- Click Continue. The contract refreshes (with the new revision number if incremented).
- The Create Contract Documents prompt displays. Click Yes or No based on your organization's process. If you checked the Increment Revision check box, the History tab displays the prior version.
Comments
20 comments
It would save time and errors if the status dropdown, mentioned in step 2 and 4 above, could default to the existing status of the contract instead of defaulting to the lowest possible status.
You don't always want to make a contract to progress through all status stages again just because someone made a minor change (like changing event status) that triggered a revision requirement.
3 upvotes
Hi,
I have noticed that in v19, the option "Increment Revision" option remains unchecked, but in v20 it comes up with checked as a default.
Is there a way we can make it unchecked by default please (attached snapshot below for ref)?
Kind Regards,
Mudit
0 upvotes
Hi Mudit,
What happens the second time you open this window after in-checking it? Typically in v20 these windows remember your last selected options. (See Paste Event, Paste Function etc)
0 upvotes
Hi Sean,
Thanks for providing options, however, even if we unchecked, it remains checked in v20 so keen to know if there is any way we can make it default unchecked like in v19.
0 upvotes
One of those windows where you'd like it to remember last setting but it doesn't. :-(
In regard to my initial comment above, that referred to V19 where revision status defaulted to the lowest status.
V20, on the other hand, defaults the status to blank which is just as annoying as you still have to scroll and set the prior status (if you've noted what it was before you started the revision!)
Sean, it would be really nice if this window remembered what you chose last time.
Anyone from USI care to comment?...
0 upvotes
Hi Mudit & Steve,
My testing isn't yielding the same results as you guys are experiencing. In both v19 and v20, I found the Increment Revision checkbox always being checked and in v20, I don't experience the status drop-down defaulting to a blank value. I did some experimenting with the configuration settings as well and wasn't able to duplicate what you are seeing. I'd recommend submitting a Client Care case with screen shots of what you are seeing that is different than v19 and screen shots of your Contract Configuration screen as that will help them to see where the problem may be.
Thanks,
Maggie
0 upvotes
Hi,
I'm wanting to get clarification as to why we got this pop up. We were cancelling a booking line that was the only item in a SO. We were able to go into the service order screen and delete the SO but we weren't able to cancel the booking until we did that. If you have permission to delete the booking or remove a service order item, why can't you do it from the booking?
0 upvotes
Hi Brooke,
I think this is another example of where the contract is restricting what can happen on the event, rather than being a reflection of the event (via a revision). It is the tail wagging the dog.
1 upvotes
Just to fill everyone in on this message. We added this as a short-term solution to an issue that a handful of customers ran into where contracts and payment plans would get in an unfortunate state. This unfortunate state would only occur when the last booking order item is removed from a contracted booking order and the booking order is not deleted. The short-term solution prevents customers from getting into a situation that would require help from Ungerboeck to get them back to a workable state. The long-term solution will automate the deletion process which will take away the need for this message.
0 upvotes
I have encountered an issue that I am unable to add orders to the contract as the contract requires revision. However, when I click the contract revision, it mentioned that all the orders need to under the payment. It becomes a loop hole which I won't be able to proceed. Is there any way I could either add the order to the payment plan or able to revise the contract?
Thanks,
Bonnie
0 upvotes
Haven't seen this one for a while, although we used to get it on a weekly basis.
Bonnie, try to sort the payment plan out first and the contract will then usually take care of itself.
Suggest you access the PP through the Event PP tab (not through the contract) and remove all the orders off the PP. If there have been no invoices issued it will ask if you wish to delete the PP. You can if you like and then create a new one when the contract is fixed. If the PP has been invoiced it will warn you about removing the order but just say Yes/OK.
Once all the orders are off the PP you should then be able to revise the contract. Once the contract revises correctly then reattach the existing PP or a new one to the contract by clicking the green tick icon.
0 upvotes
Thanks Steve for your advice. One question, as we have separate system to handle the payment, the payment has applied to one of the service order in the payment plan. When I remove the orders from the payment plan, will it affect the record on the payment?
0 upvotes
Many thanks to Steve. It works now.
1 upvotes
Hello everyone,
We recently started working in the system about a year ago. I am a Sales Manager for the Convention Center. One of my accounts receive their license agreement already, but we needed to lower the rate and re-issue. However, when trying to get the system to delete the discounts we kept getting the message Brooke in this thread received three years ago. However, I followed the steps to revise the license agreement. Once I revised the license agreement, I was able to remove the discounts which allowed us to put in the right rate. Are these two things related or not?
0 upvotes
Hi, I just checked with Contracts and they still get this all the time. One of them responded to me: "I have to go into the contracts tab and delete the booking from the contracts tab. Then go back to the Event Booking screen, refresh, and delete from the event booking area." This is a pain. The 'short-term' solution mentioned above was three years ago. Any updates to get this fixed so we don't have to do it ourselves every time?
1 upvotes
Thank you Brooke. I am not sure if it was my permissions allowing me make the adjustments or the fact I revised the contract. I spoke with our Customer Success Manager. He believes it could have been a combination of both.
0 upvotes
Brooke Adamson - I want to ensure I've captured what you'd be looking for in terms of an enhancement that would make this process easier: When deleting a booking from a contract, prompt user to ask if they'd like to delete booking from the event and from the booking service order. If yes, delete/cancel the booking and corresponding item on the booking SO. If no, just remove booking from Contract.
Is this correct?
0 upvotes
Not really. The user is doing it from the event booking page, because that's the best way for them to see all the space and make sure the entire booking matches what they need it to be (as space could be spread across multiple orders) .
However, when they try to delete a booking that will be the last item on the order, they can't because the functionality doesn't allow the booking order to be deleted from this area. They have full permissions to delete the order from the contract so they want to be able to do it in one step.
Now, they have to go to the contract, remove the booking and order, then go back to the event booking and clean that up. For users that have the contract permissions, we want them to be able to do it in one step from the event booking.
Let me know if you want to walk through this process with our contract user.
Thanks,
Brooke
0 upvotes
Ah, ok. Thanks for the clarification. I will see if this is a workflow we'll be able to support technically. Thanks.
0 upvotes
I have 2 points to make here that really should be separate discussions but...
1 upvotes
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